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HomeMy Public PortalAbout06-25-1998 BOARD OF PUBLIC WORKS AND SAFETY OF THE CITY OF RICHMOND,INDIANA,JUNE 25,1998 The Board of Public Works and Safety of the City of Richmond,Indiana,met at 5 p.m.Thursday,June 25, 1998,in the Community Room in the Municipal Building.Chairperson Robert Goodwin presided,with Robin Henry,Bruce Metzger and Assistant City Attorney Steve Rabe in attendance.The following business was conducted: APPROVAL OF MINUTES Chairperson Goodwin asked for approval of the minutes of June 11 and June 18,pointing out that two corrections dealing with names had been made to the June 18 minutes.Henry moved to approve the minutes of June 11 and the corrected minutes of June 18,second by Metzger and the motion was carried on a unanimous voice vote. CLAIMS FOR PAYMENT Claims for payment submitted by the City Controller's office were read by Henry who noted they totaled $155,439.74 and moved to approve,second by Metzger and the motion was carried on a unanimous voice vote. REQUESTS A. Fire Chief Mike Allen introduced Tim Brown,the newest Battalion Chief with the Richmond Fire Department,noting that he is a 10-year veteran of the department.He said Brown is actively involved in Boy Scouting and has had an ample amount of training in his profession. B. Chairperson Goodwin read a request for street lights on Arboretum Road,adding that the cost to add four 250-watt sodium fixtures to existing wood poles will be$31.32 per month.He aid the request was made by the Health Connection which expressed a concern for the joggers who work out on that road which has only two lights which are not very bright.Metzger moved to approve,second by Henry and the motion was carried on a unanimous voice vote. C. City Engineer Bob Wiwi brought before the Board a proposed plan in line with the City's beautification plan for U.S.40 and U.S.27 South.He stated that the drawings he presented were originally prepared by the Street Tree Commission and had been reviewed by his office. He said the location of the plantings are in the green grassy area south of J's 2 and also along U.S.27 as you go north. Wiwi said the Street Tree Commission selected the type of plantings for an environment along the street,adding that they are salt tolerant and require a minimum of maintenance.He said the trees would be on the west side of U.S.40 East near the visitor's center.He said some plantings would also be located at the Norfolk&Southern overpass and will enhance the visual appearance as vehicles enter the City from the East heading west. Wiwi said he has contacted the railroad to get its approval since those plantings would be placed on its right of way.He said if this is approved by this Board,it would then go to the Indiana Department of Transportation for its review because both entrances are on the state's right of way.He added that as a part of that permit the City would have to agree to maintain the plantings.He said this Board action would be the first step in getting the state's approval. He said funds have been identified for the materials for this project,adding that possibly the actual planting would be contracted out. 1� Board of Works Minutes Cont'd June 25, 1998 Page 2 Ann Parliament,a member of the Street Tree Commission,stepped forward to give more in depth information about the procedure.She said hawthorn trees would be planted in the median,in a 20-foot by 20-foot strip at the U.S.401ocation which is in between the Wayne County Convention and Tourism building and the railroad underpass. She said there would also be some autumn purple ash,upright crabapples and a few perennials and bushes down the center of a 400 to 500 foot island south of J's on U.S.27 South.Metzger moved to approve,second by Henry and the motion was carried on a unanimous voice vote. CHANGE ORDERS A. Wiwi brought before the Board a Change Order No.9 on the uptown streetscape project, explaining that in the final work on the project,one directory sign had been delivered but did not need to be used in the original location specified.He said rather than return it,it was decided to keep it and use it for spare parts in case something happened to one of the signs.It was never actually installed,Wiwi said,adding that it is currently in storage.Because of this, Wiwi said,the contractor had a reduction in his cost and this change order if for the deduct in the amount of$266.10.Henry moved to approve,second by Metzger and the motion was carried on a unanimous voice vote. B. Change Order No.4,Wiwi explained,is for the parking garage project.He said it was determined after the project was let that some additional lighting would be needed around the exterior of the bus waiting area,adding that this is Item No. 1 on the change order in the amount of$3,446.70.He said it was also determined that a door would not need to be painted which was originally in the contract and that resulted in a deletion of$167.50,making the net effect of the change order at$3,279.20.He said he had checked with City Controller Shelley Miller and the funds are available.Henry moved to approve,second by Metzger and the motion was carried on a unanimous voice vote. BID OPENING A. Chairperson Goodwin stated that only one bid had been received for the replacement of two doors at the No.4 Fire Station. Opening it,he said it was from Paul Bisker Contracting Inc.of Richmond,then he gave it to Chief Allen to look over and return it with a recommendation at the end of the meeting. BID AWARD A. Assistant City Attorney Steve Rabe explained that there is a letter from Lori Casterton,grants administrator for the City,with her bid recommendation that Michael Schuster Associates be awarded the bid for the design work for the railroad depot.And,he said,in conjuntion with that,he has an agreement to be entered into between the City and Michael Schuster Associates per her recommendations.He said the agreement provides that the company will be paid a total of$67,960 and of that sum,$12,360 is the City's share with an additional $50,000 coming from the Indiana Department of Commerce,and an additional$5,600 from the Urban Enterprise Association. Rabe said the agreement incorporates the necessary federal language,in that federal funds are being used for this project through the Department of Commerce.He said it provides that they will complete their work and submit the design development drawings to the Indiana State Historic Preservation office as well as the City,prior to July 24, 1998. Board of Works Minutes Cont'd June 25, 1998 Page 3 Chairperson Goodwin read the letter from Casterton,in which she stated that two bids had been received and opened at the June 11 Board of Works meeting. She said the U.E.A.had reviewed both bids and recommended the bid be awarded to Michael Schuster Associates. She noted that the lowest bidder had been Quandt Inc.,however,it was not chosen because that company stated in its proposal that it would need to take an exception to the City's completion date for the project. She further stated in the letter that the City has outlined an aggressive schedule,which will allow it to apply for a Community Focus Fund grant this fall for the historic preservation of the depot.Chairperson Goodwin said she did not state the cost in her letter,but it is for $500,000.Because of this,Casterton said in her letter,the U.E.A. and the City did not feel an exception could be granted to the original state of completion date for the design development drawings.Henry moved to accept the recommendation by the U.E.A. and award the bid to Michael Schuster Associates,second by Metzger and the motion was carried on a unanimous voice vote. B. Returning to the meeting with his recommendation,Chief Allen stated that the bid was in order and recommended it be awarded to Bisker,adding that the company has done work for the City before and it is quality work.Metzger moved to approve,second by Henry and the motion was carried on a unanimous voice vote.Chief Allen said the bid was for$520 for the removal of two existing doors and the replacement of those doors along with the existing • hardware and with two coats of paint on each door.He this bid is just for the labor. MISCELLANEOUS BUSINESS Chairperson Goodwin recognized three students in the room who said they were in a government class from Centerville High School.When Chairperson Goodwin asked for questions,they asked the names of the three Board members,their roles on the Board and who could vote on the issues which come before the Board. ADJOURNMENT There being no further business,on a motion duly made,seconded and passed,and carried on a unanimous voice vote,the meeting was adjourned. Robert Goodwin,Chairperson ATTEST: Norma Schroeder,City Clerk